Privacy, Refund & Cancellation Policies

Last Updated

May 8, 2026

Exhibitor & Symposium Attendee Privacy

We are committed to keeping your e-mail address and other non-public information confidential. We do not sell, rent, lease, or give away your contact information to third parties for their own marketing or commercial purposes. We do share data with the service providers listed in "Service Providers We Share Data With" below — for example, our payment processor and event registration platform — strictly as needed to operate the Symposium, and only under confidentiality obligations. We will not provide your personal information to any other party except as required by law.

Wine Sales Symposium exhibiting companies will be utilizing a Lead Retrieval service on the day of the show. This gives our attendees the ability to opt-in to a company's mailing list by allowing an exhibiting company to scan a Wine Sales Symposium name badge to retrieve the following information from the registration platform: first name, last name, email address, phone number, job title, company name, and company mailing address.

Wine Sales Symposium will maintain any contact information you send to us in accordance with applicable federal law.

Information We Collect

When you register for an event with us, purchase virtual access to recorded sessions, or contact our team, we may collect: your name, email address, mailing address, phone number, job title, and company name.

When you purchase virtual access to recorded sessions through our website, we also collect a record of your purchase (transaction ID, date, amount) along with billing details that you provide directly to our payment processor (see "Service Providers" below — we never see or store full payment-card details).

When you visit a personalized access page using a magic link emailed to you, we automatically log the date and time of each visit, your IP address, and your browser's user-agent string. This helps us detect and prevent unauthorized link sharing.

How We Use Your Information

We use the information we collect to:

  • Provide the event registration, virtual session access, and customer support you requested.
  • Send transactional emails (purchase receipts, magic-link emails, password-reset emails, important updates about your access).
  • Send timely information about Wine Sales Symposium and updates pertinent to your participation, consistent with our existing attendee-communication practices.
  • Detect and respond to unauthorized sharing of access links, fraud, or abuse.
  • Comply with legal obligations.

Service Providers We Share Data With

We use a small number of third-party service providers to deliver the Symposium experience. We share only the minimum data necessary for each provider to do its job, and we require providers to keep your data confidential. We do not sell your personal information to anyone.

  • Stripe (payment processing) — when you purchase virtual access on our website, your billing details and payment information are handled by Stripe directly. We receive only a transaction confirmation; we never see or store your full payment-card number. Stripe's privacy policy is available at stripe.com/privacy.
  • Webconnex / RegFox (event registration) — handles in-person and event-ticket registrations, including processing of registration payments.
  • Google Workspace (email delivery) — outbound emails from info@winesalessymposium.com are sent through Google's mail infrastructure.
  • Cloudways (website hosting) — our website and database are hosted on a server managed by Cloudways.
  • Cloudflare (DNS) — handles DNS resolution for the winesalessymposium.com domain.
  • Google Analytics & Google Tag Manager (analytics) — collects anonymized usage statistics about how visitors use our website.
  • YouTube (Google) (video hosting) — recorded sessions are hosted on YouTube and embedded on the access page in privacy-enhanced mode (youtube-nocookie.com), which means YouTube does not set cookies on your device until you press play.

Cookies, Tokens, and Magic Links

When you click a magic link from one of our emails, the link contains a token that identifies your specific video-access grant. This token is signed by our server and is required to view your videos. Your browser may cache the page; we do not set additional tracking cookies for the access page beyond what's required to display embedded video players.

Our website uses standard analytics cookies via Google Analytics and Google Tag Manager. You can opt out of Google Analytics tracking at tools.google.com/dlpage/gaoptout.

Embedded YouTube players use YouTube's privacy-enhanced mode, which only sets cookies on your device once you start playing a video.

Data Retention

  • Event registration data (in-person attendees) is retained for the duration of the event cycle and afterwards as needed for tax, legal, and operational records, in accordance with applicable law.
  • Virtual access grants are retained for as long as your access is active. Access to recorded sessions is sold as forever-access; we keep your record so your magic link continues to work.
  • Access log entries (IPs, user-agents, view timestamps) are retained while your access is active, and may be reviewed in cases of suspected unauthorized sharing.
  • Payment records are retained per our payment processor's policies and as required by tax law.

You may request deletion of your data at any time (see "Your Rights" below); some records may be retained where required by law.

Your Rights

You have the right to:

  • Request a copy of the personal information we hold about you.
  • Request that we correct or delete information we hold about you.
  • Withdraw consent for marketing communications (transactional emails such as purchase receipts and access links may continue, as they're necessary to deliver the service you purchased).
  • Lodge a complaint with a relevant data protection authority if you believe your rights have been violated.

To exercise any of these rights, email us at info@winesalessymposium.com. We will respond within 30 days.

California residents: Under the California Consumer Privacy Act (CCPA), you have additional rights including the right to know what personal information we have collected about you, to whom it has been disclosed, and to request its deletion.

Security

We protect your information through:

  • Encrypted connections (HTTPS / TLS) for all website traffic.
  • Magic-link tokens that are cryptographically signed and verified on every page load.
  • Webhook signature verification on all incoming purchase events from our payment processor.
  • Restricted access to administrative tools, limited to designated Wine Sales Symposium staff.
  • Regular review of access logs for unusual patterns.

Wine Industry Network Member - Table-Top Discount Agreement

Discount Table-Top Pricing is only available to WIN Members who have annual, active member profiles in “good standing”. Member Exhibitors that are not in “good standing” will not be allowed to exhibit without bringing their WIN account to an “Active” status at least 180 days before Wine Sales Symposium and must also remain active throughout Wine Sales Symposium or by paying the difference of non-member “standard” table-top fees.

Early Breakdown / Vacant Exhibit Spaces

Any exhibiting company that dismantles or vacates their exhibit space prior to 4:15pm, or any exhibit space that is not occupied before 7:29am on the day of the show, will forfeit their priority status, exhibit space, and will not be allowed to participate in the early registration process the following year. Wine Sales Symposium can opt to reassign the booth space at their sole discretion.

Exhibitor Booth Cancellations & Refund Schedule

Exhibitor cancellations must be submitted in writing via email or via USPS postmarked to the attention of Wine Industry Network, no later than the following dates to be eligible to receive a refund.

All final payments for Exhibitor Booth Space are due by April 17, 2026. Any assigned booth space(s) not paid in full will be in Breach of the Exhibitor Agreement and considered 'forfeited' and will be re-assigned at Wine Sales Symposium's sole discretion. Your eligibility for a refund will remain as dictated by the following schedule:

  • March 13, 2026 — Within 60 days of the event, up to 25% of your payment will be refunded
  • April 13, 2026 — Within 30 days of the event - No Refunds Available

Symposium Ticket Cancellations

  • All refund requests must be received no later than 2 weeks before the show date to be given a full refund, minus a $50.00 administration fee. Refunds are not available within 2 weeks of the show, or for registrant "no shows", or for those who depart before the completion of the event.
  • Please note that speakers and topics were confirmed at the time of publishing, however, circumstances beyond the control of the organizers may necessitate substitutions, alterations or cancellations of the speakers and/or topics. As such, Wine Industry Network and Wine Sales Symposium reserve the right to alter or modify the advertised speakers and/or topics if necessary, or to cancel sessions and buildings if enrollment criteria are not met, or when conditions beyond its control prevail. Any substitutions or alterations will be updated on our web page as soon as possible.

Submit all cancellations in writing to: info@winesalessymposium.com or Wine Sales Symposium, C/O Stephanie Carrillo, 155 Foss Creek Circle, Healdsburg, CA 95448. Wine Industry Network and Wine Sales Symposium are not responsible for notices that are not received.

Alcohol Consumption

No one under 21 years of age will be permitted in the exhibit areas or sessions where alcohol is being provided unless accompanied by a parent or legal guardian. Identification by a photo i.d. may be required at any time during Wine Sales Symposium as deemed necessary.

Intellectual Property Rights

Wine Sales Symposium retains exclusive intellectual property rights including to all printed material, art, content or other images, the sponsorship program, program presentations, and the trade show. Any editorial use or commerce conducted other than as agreed to with Wine Sales Symposium representatives in writing is a direct abuse and violation of intellectual property rights held by the Wine Industry Network. These restrictions also pertain to any sales or promotional use of any audio, visual, or other technological reproduction or capturing of any aspect of Wine Sales Symposium unless written authorization from the Wine Industry Network is obtained in advance.

Copyrights & Trademarks

Reproduction of any part of Wine Sales Symposium in any form, including Wine Sales Symposium logo and other graphics, electronic publication or presentation, without advance written consent from Wine Industry Network or presenting speaker (when applicable), is strictly prohibited. All presentations of any form are exclusive and released only to Wine Sales Symposium and its audio recording contractor. Any participant presenting any material for which copyright and/or trademark laws apply is solely responsible for adhering to such laws.

No Liability for Acts of God, Natural Disasters & Other Causes

Wine Industry Network and Wine Sales Symposium shall not be liable for loss or damage that results from "acts of god", natural disasters, weather conditions, strikes, lockouts, labor disputes, embargoes, disruption of utility services, public authority, governmental restrictions, governmental regulations, governmental controls, judicial orders, public enemy, acts of terrorism or war, hostile governmental action, civil commotion, fire, casualty, unforeseen occurrence, national / state / county / city-wide emergencies or any other event that renders the performance of Wine Sales Symposium impracticable or impossible. If any of these events occur, Wine Sales Symposium reserves the right, in its sole discretion, to modify, reschedule, or cancel Wine Sales Symposium and/or any associated events. If any of these events occur, performance by Wine Sales Symposium shall be excused without liability or obligation to anyone.

Endorsements

Wine Sales Symposium provides a forum for the presentation, discussion and publication of research and technological developments for the promotion of education in winemaking, cannabis farming, grapegrowing, marketing and finance. Wine Sales Symposium does not endorse the products, services, views or opinions of either its members, exhibitors, speakers or other delegates. No endorsement by Wine Sales Symposium or Wine Industry Network of any kind should be inferred.

Contact

If you have any questions about this policy or how we handle your information, email info@winesalessymposium.com or write to:

Wine Sales Symposium
c/o Nick Young
155 Foss Creek Circle
Healdsburg, CA 95448